Administrative Assistant; to Chief Advancement Officer - College of Medicine

Administrative Assistant (to Chief Advancement Officer) - College of Medicine

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI).

Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting‑edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities.

UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Reporting to the Chief Advancement Officer (CAO) in the College of Medicine, the Administrative Assistant (AA) will provide coordination between the College of Medicine Advancement Office, the College of Medicine Dean's Office, the Office of the Vice Chancellor for Advancement (OVCA), and other university units and perform a variety of administrative functions in support of programs, operations, and services. This position will be responsible for knowing and understanding University, University of Illinois Foundation (UIF), and College of Medicine policies and procedures.

• Provides a wide range of high‑level, complex, and confidential office administration and support to the CAO and the overall College of Medicine Advancement office.
• Serves as the CAO’s principal administrative contact with internal and external constituencies.
• Manages CAO’s calendar, meetings, appointments, and events, while proactively addressing conflicts and ensuring timely reminders.
• Coordinates CAO’s travel arrangements, including transportation, hotel accommodation, and preparation of itineraries, and reimbursements, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/restrictions.
• Provides coordination between College, UI Health, and OVCA leadership, and high‑level donors in regard to College advancement activities, meetings, special events, and alumni and donor relations.
• Schedules and manages all meeting and logistics for CAO‑led meetings. Coordinates and prepares presentations, handouts, catering, RSVP and audio‑visual support. Responsible for taking minutes, when appropriate.
• Prepares highly confidential briefings and reports.
• Manages work‑flow in a timely and accurate manner.
• Reviews, assesses, routes, answers, and monitors follow‑up action steps on correspondence related to CAO and College activities. Gathers and analyzes information required for administrative reporting.
• Uses and maintains proficiency in multiple technical applications including word processing, CRM database, spreadsheets, graphics and presentation software, electronic calendar, email and other technical/scientific applications.
• Assists CAO with entering prospect activity and contact reports in the alumni and donor database.
• Manages and monitors progress of CAO, unit, and program projects (i.e. annual goals/planning, employee performance evaluations, personal communications to donors/prospects, etc.); ensures deadlines are met; reviews completed tasks; ensures changes are made as appropriate.
• Learns, understands and actively follows University, College, OVCA, UIF and departmental policies and procedures.
• Helps coordinate onboarding for new staff under CAO’s purview.
• Other…